Nonprofit Facility Lease Compliance and Space Management
Facility costs are typically a nonprofit's largest expense after personnel. Understanding and actively managing lease obligations prevents costly surprises and ensures the organization maintains a safe, accessible, compliant workspace.
- Industry: Nonprofit
- Frequency: Annually; quarterly for compliance tracking
- Estimated Time: 2-3 hours
- Role: Executive Director / Operations Manager
- Total Items: 27
Lease Terms Review
Review critical lease terms.
- Key lease terms documented in summary form for management reference?
- Tenant maintenance and repair obligations identified and being met?
- Current organizational activities within permitted use provisions?
- Any subletting or shared space arrangements comply with lease subletting provisions?
- Lease insurance requirements met and landlord certificates current?
Financial Obligations
Track financial lease obligations.
- Rent and CAM charges current with no overdue amounts?
- Annual rent escalations tracked and budgeted?
- Any tenant improvement allowances or lease incentives properly received?
- Security deposit amount documented and conditions for return understood?
- Operating expense reconciliations reviewed annually if percentage lease?
Landlord Obligations
Monitor landlord obligation compliance.
- Landlord meeting all maintenance and repair obligations?
- Any unresolved landlord obligations documented in writing?
- HVAC, plumbing, and electrical systems maintained by responsible party?
- Organization's right to quiet enjoyment of space being respected?
ADA and Accessibility
Verify ADA compliance responsibilities.
- Lease ADA compliance responsibility (landlord vs tenant) understood?
- Any known ADA accessibility issues identified and being addressed?
- Accessible entrance to leased space available?
- Accessible restrooms in building?
Related Party Disclosure
Assess any related party issues.
- Lease at arm's length market terms?
- Any board member with ownership interest in leased property disclosed on Form 990?
- Lease terms verified to be at or below market rate?
- Board member-related leases approved by independent board members only?
Lease Renewal Planning
Plan for lease renewal or relocation.
- Lease renewal option dates and terms known?
- Required notice period for renewal or relocation decision known?
- Future space needs assessed as part of strategic planning?
- Market survey of alternative spaces if renewal approaching within 18 months?
- Legal review planned before signing renewal or new lease?
Related Nonprofit Checklists
- Nonprofit Technology and Data Security Annual Review
- Nonprofit Crisis Management and Continuity Planning
- Nonprofit Facility ADA Accessibility and Inclusion Compliance
- Nonprofit Office Safety and Facilities Inspection
- Food Bank Donation Intake and Inspection Checklist
- Food Bank Client Distribution Day Operations
- Food Bank Warehouse Storage Safety Inspection
- Nonprofit Youth Program Safety and Child Protection Checklist
Related Facility Operations Checklists
- Nonprofit Office Safety and Facilities Inspection - FREE Download
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- Nonprofit Technology and Data Security Annual Review - FREE Download
- Nonprofit Crisis Management and Continuity Planning - FREE Download
- Nonprofit Facility ADA Accessibility and Inclusion Compliance - FREE Download
Why Use This Nonprofit Facility Lease Compliance and Space Management?
This nonprofit facility lease compliance and space management helps nonprofit teams maintain compliance and operational excellence. Designed for executive director / operations manager professionals, this checklist covers 27 critical inspection points across 6 sections. Recommended frequency: annually; quarterly for compliance tracking.
Frequently Asked Questions
What does the Nonprofit Facility Lease Compliance and Space Management cover?
This checklist covers 27 inspection items across 6 sections: Lease Terms Review, Financial Obligations, Landlord Obligations, ADA and Accessibility, Related Party Disclosure, Lease Renewal Planning. It is designed for nonprofit operations and compliance.
How often should this checklist be completed?
This checklist should be completed annually; quarterly for compliance tracking. Each completion takes approximately 2-3 hours.
Who should use this Nonprofit Facility Lease Compliance and Space Management?
This checklist is designed for Executive Director / Operations Manager professionals in the nonprofit industry. It can be used for self-assessments, team audits, and regulatory compliance documentation.
Can I download this checklist as a PDF?
Yes, this checklist is available as a free PDF download. You can also use it digitally in the POPProbe mobile app for real-time data capture, photo documentation, and automatic reporting.